Records Specialist

Opensity solutions; Boston (MA); On-site; USD 32,000 - 40,000; Full time

Benefits offered by this job

Medical Insurance

Dental Insurance

Vision Insurance

401(k) retirement plan

Paid Time Off

Job summary

Opensity Solutions is seeking a Records Associate to help manage physical and digital records across client facilities. You will enter data into the Records Management System, classify records, and support audits to ensure data integrity.

The role involves coordinating file transfers, retention activities, and preparing shipment-ready indexes. Applicants should have a high school diploma or GED and at least one year in filing, imaging, or records management.

Qualifications

• High School Diploma or GED required.
• 1 year file/records/imaging or scanning experience preferred.
• Familiarity with common Records Management Systems is a plus.

Responsibilities

• Register new files and track circulation in RMS database.
• Prepare inactive files for offsite storage or digitization and perform file culling as requested.
• Conduct regular inventories of client facility and offsite storage files.
• Assist with retention and file transfer activities, prepare indexes and shipment readiness.
• Support file clean-up, categorization, and disposition of content.
• Prepare activity reports for Records Department and ensure accurate tracking of charges and logs.

Skills

Verbal communication

Written communication

Attention to detail

Organization

Physical stamina

Education

High School Diploma or GED

Tools

FileTrail

iManage Records Manager

Autonomy Records Manager

FileSurf

LegalKey

NetDocument

OpenText DM

Job description

About Us:Opensity Solutions is the largest tech‑enabled managed services organization serving leading law firms, financial institutions and professional services firms. At Opensity, we provide integrated operational platforms, automation and advisory services that enable clients to modernize operating models, reduce cost and accelerate growth. Our capabilities include IT and technology solutions, document processing and administrative support, marketing and communications, billing and AP/AR services, records and information governance, workflow automation, consulting and hospitality and facilities services.Our Mission:Our mission is to provide modernized technology platforms, elevated technology support, and valuable insights, empowering our clients to excel in what they do best.As a Records Associate, your role is to assist in the effective management and organization of records within the organization. You will play a key part in maintaining accurate records, both physical and digital, and ensuring their proper storage, classification, and retrieval. Your responsibilities will include entering data into the records management system, categorizing records based on established guidelines, and supporting the team in routine audits to ensure data integrity. As a vital member of the records management department, you will collaborate with colleagues to fulfill record requests promptly and contribute to the implementation of records management policies and procedures. Your attention to detail and adherence to data protection and privacy regulations will be essential in safeguarding sensitive information and maintaining compliance. Your dedication to maintaining an organized and efficient records management system will support various departments in accessing crucial information, ultimately contributing to the smooth functioning of the organization.RESPONSIBILITIESRegister new files and track the circulation of files to and from client staff in Records Management System (RMS) databasePrepare inactive files for offsite storage or digitization, performing file culling activities as requestedPerform regular inventory of files stored at client facilities, or offsite storage vendorsAssist client with retention and file transfer activities, obtaining relevant files, preparing file indexes, staging for review, and preparing for shipmentAssist client with clean-up activities, including triage, categorization, and appropriate storage or disposition of contentPrepare reports related to the activity of the Records DepartmentEnsure accurate tracking, monitoring and recording of all charges, overtime, logs and entriesREQUIREMENTSHigh School Diploma or GED1 years file, records, imaging/scanning experienceFamiliarity with FileTrail, iManage Records Manager, Autonomy Records Manager (FileSurf), LegalKey, NetDocument, OpenTEXT DM or similar Records Management SystemsStrong verbal and written communication skillsDetail oriented and attention to detail and accuracyGood organization skills with ability to manage multiple tasksAbility to life or move 40 lbs. or greaterAbility to walk, bend, kneel, stand or sit for an extended period of timeAbility to grasp, lift or carry packages on a standard wheeled cart with a load capacity of 75 lbs.The Compensation range for this role is up to 22.50 USD per hour and may be eligible for an annual bonus. Actual compensation within that range will be dependent upon the individual's location, skills, experience and qualifications.All eligible employees receive access to a comprehensive benefits package, including:Medical insuranceDental insuranceVision insurance401(k) retirement planPaid Time Off (PTO)Opensity is committed to fostering an inclusive, equitable, and accessible workplace. We believe diverse perspectives strengthen our teams and the work we do for our clients.Opensity provides equal employment opportunities to all applicants and employees and does not discriminate on the basis of race, colour, religion or creed, sex, sexual orientation, gender identity or expression, age, national or ethnic origin, ancestry, citizenship, disability, family status, marital status, source of income, record of offences, or any other characteristic protected under applicable federal or provincial human rights legislation.We are committed to fair and barrier free recruitment, selection, and employment practices, and to providing reasonable accommodation throughout the hiring process and employment lifecycle, in accordance with applicable human rights legislation.Candidates who require accommodation during any stage of the recruitment process are encouraged to advise our Talent team so appropriate support can be provided.